• When renting a vehicle, it is recommended that the trip supervisor use Enterprise/National Car Rental Company. CCAC has a contract with this vendor under which pricing is discounted and insurance is included. When renting a vehicle, the trip supervisor is responsible for contacting the rental company, making the arrangements and following up with a requisition in the purchasing system (only if they are using the above rental company). When using the contracted rental company use ID: XZ40730. • When a contracted bus service is needed, it is the responsibility of the trip supervisor to secure pricing and make the necessary arrangements. It is recommended that the trip supervisor contact the purchasing department to assist in getting a quote and securing the best price. A requisition will need to be entered in the purchasing system. • When Regularly Scheduled Carriers, such as Greyhound and Amtrak are needed, it is the responsibility of the trip supervisor to secure pricing and make the necessary arrangements.
• All participants must purchase travel insurance. Participants are responsible for the cost of the travel insurance.
• The trip supervisor will make hotel, airline and/or other transportation arrangements. These can be charged to the supervisor’s credit or debit card. Alternatively, the trip supervisor can wait until the advance is received and put the money on a debit card, then pay. See CCAC’s Fiscal Administration Regulations , Section 6: Business Travel/Expense Reports & Reimbursement. • The trip supervisor is responsible for assigning hotel rooms and roommates; the hotel rooming list is to be submitted to the Office of Student Life and to the hotel. CCAC staff, faculty and administrators (employees of the college) are not permitted to stay in the same hotel room with students. Questions or concerns relating to room assignments and gender identity should be referred to the College’s Civil Rights Compliance Officer before room assignments are finalized. • The meal sheet must be signed by the students when they receive their meal money allowance. Suggested breakdown: Breakfast, $10; Lunch, $10; Dinner, $15. Total, $35 per day if no meals are provided at the event. Completed meal sheet are to be turned in to the Office of Student Life. Provided meals must be documented and subtracted from the total amount given to the student and supervisor. Employee reimbursement is
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